Print Form 990 T Instructions

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					              National Standards for U. S. Community Foundations

                          Instructions for Preparing and Submitting
                                   Standards Record Books


    WHAT GOES IN YOUR RECORD BOOK
    The Confirmation of Compliance process is based on a review of 38 required documents and
    the specific criteria, or “key elements,” that have been identified for each document. A list of
    the required documents and information about the key elements are available on the Council
    website at www.cof.org/nationalstandards.

    Each community foundation participating in the Confirmation of Compliance process must
    compile the required documents in a record book and submit that book for review. Record
    books must be organized by document. The cover sheets that follow are designed to help
    identify and organize all the materials that need to be included in the record book.

    HOW TO USE THE COVER SHEETS
       Save this document to your computer.

       There is an individual cover sheet for each of the 38 required documents. There are four
        sections to each cover sheet: related standards, key elements, supporting materials, and
        page or section. The section “related standards” identifies which National Standards a
        particular document satisfies. Below this are the “key elements” that should be found in
        each document in order to comply with the related standards. The last two columns
        provide space for you to direct the reviewers where to find a specific key element. As an
        example, for Document 1, Key Element 7, you might insert “Bylaws” for the supporting
        materials, and “page 1, Article III-Directors, Section 2” for the page and/or sections. In
        addition, please highlight the appropriate section and/or language where the evidence
        may be found for the reviewer's convenience.

        In some cases the same material can be used to meet more than one key element (e.g.:
        your by-laws or your corporate minutes may satisfy a key element for several documents.)
        If that is the case, cross reference the material to the appropriate section in your record
        book.
        If you have MS Word, simply put your curser in the grey box and begin typing the names
        of the materials you are including for that required document.

       Continue in this way on each cover sheet until all 38 required documents are complete.

       Please print each cover sheet (single-sided) and place before each required document in
        your record book. We suggest that you use tabs numbered one through 38 to separate
        your documents. The cover sheet goes directly behind the tab numbered for that
        document. Also, when necessary, please put colored sheets or some other divider, within
        documents to separate individual pieces of evidence. For example, please put a divider
        between your two years-worth of IRS Form 990s and separate your 12 months worth of
        minutes into twelve sections.


Prepared by the Council on Foundations
on behalf of the Standards Action Team
Revised 10 10 06
    PREPARING YOUR RECORD BOOKS
       Please submit two hard copies of your record book.

       It is a good idea to assemble your required documents, along with their cover sheets, in
        one or more three-ring binders. Large binders fall apart during shipping or during
        repeated use, so please do not use binders larger than two inches. If necessary, use
        more than one binder and include a cover sheet indicating the number of volumes.
        (Example: Volume 1 of 3)

       Please do not use sheet protectors unless there is a document, such as an annual report,
        that cannot have holes punched in it. Using sheet protectors on each document or page of
        your record book makes it difficult to review your foundations record book.

       Complete and sign the National Standards for U.S. Community Foundations Application
        and enclose the original and two copies when you submit your record books.


    SHIPPING YOUR RECORD BOOK
       Pack your record book(s) carefully and send it to:
              Katy Moore,
              National Standards Coordinator
              Community Foundation Services
              Council on Foundations
              1828 L Street, NW, Suite 300
              Washington, DC 20036
              202/467-0401

       Please use paper or airbags to pack your record books. Please DO NOT use packing
        peanuts.

       Use a tracking system on your package, such as FedEx, UPS, US Post Office (delivery
        confirmation or return receipt).


    ACKNOWLEDGEMENT OF RECEIPT OF RECORD BOOK
    The Council will notify you of receipt of your record book within 10 business days from the
    time it arrives. Due to the volume of work involved in processing, tracking and preparing the
    Standards record books for review, please be patient with Council on Foundation's staff as
    calls and e-mails asking about the status of your book may take longer than usual to return.




Prepared by the Council on Foundations
on behalf of the Standards Action Team
Revised 10 10 06
DOCUMENT 1: Governing Instruments
Organization Name:

                Related Standards

                                    I.A, II.D, II.E, II.F, II.G.7, and III.C

                                                               Suggested          Page and/or
                    Key Elements
                                                                Materials           Section
Governing instruments are by-laws, articles of incorporation and/or declaration of trust.


     The following key elements are found in the
                governing documents.

1.    Evidence that the organization is nonprofit


2.    Evidence that the organization is founded
      for public benefit

3.    Evidence that the board is independent


4.    Evidence that the organization is non-
      sectarian

5.    Evidence of intent to serve many donors


6.    Board member nomination, election and/or
      appointment process

7.    Board size

8.    Required number of meetings annually


9.    Committee structure and responsibilities


10. Board members are elected or appointed
    for defined periods of service (e.g., two years,
    three years, five years, etc.), at the end of which
    either their board service ends or they must
    be reelected or reappointed in order to
    continue service. (This key element does not
      require that the governing instruments define or limit
      the total number of periods of service that a board
      member may serve.)




Prepared by the Council on Foundations
on behalf of the Standards Action Team
Revised 10 10 06
DOCUMENT 1: Governing Instruments
Organization Name:

                  Related Standards

                                     I.A, II.D, II.E, II.F, II.G.7, and III.C

11. Evidence of variance power (That is, the
     board’s power to modify any restriction or condition on
     the distribution of funds for any specified charitable
     purpose or purposes or to a specified charitable
     organization or organizations.)


 The following key elements may be found in
both the governing documents, as well as other
                 documents.

12. Intent to raise widespread support from
    private donors

13. Long-term goal of securing resources to
    meet changing community needs

14. Goal of building permanent, named
    component funds for broad-based
    charitable purposes

15. Focus on a defined geographical region,
    typically no larger than one state


ASSETS HELD IN TRUST

16. For community foundations with assets held
    in trust, related documents describe the
    board’s sole and independent power to
    both:
    a. Replace any participating trustee,
    custodian, or agent for breach of fiduciary
    duty and
    b. Replace any participating trustee,
    custodian, or agent for failure to produce a
    reasonable return of net income over a
    reasonable period of time.

                  COUNCIL ON FOUNDATIONS
                      STAFF USE ONLY                             PRESENT        ABSENT

        National Standards application


        Coversheets are version 10 10 06


        By-laws



Prepared by the Council on Foundations
on behalf of the Standards Action Team
Revised 10 10 06
DOCUMENT 1: Governing Instruments
Organization Name:

                Related Standards

                                    I.A, II.D, II.E, II.F, II.G.7, and III.C

        Articles of Incorporation


        Declaration of Trust




Prepared by the Council on Foundations
on behalf of the Standards Action Team
Revised 10 10 06
DOCUMENT 2: IRS Letter of Determination
Organization Name:

                Related Standards

                                                                        II.B

                                                                               Suggested    Page and/or
                      Key Element
                                                                                Materials     Section
The following key elements are found in the IRS
            letter of determination.

1.   The organization is recognized as tax-
     exempt under section 501(c)(3) (Explicit
     mention of section 501(c)3 may not be present in
     older documents)

2.   The organization is not a private foundation
     because it satisfies the public support test
     under section 509(a)(1) and section
     170(b)(1)(A)(vi)

3.   The correct name for the organization is
     provided
     - or –
     a legally documented change of name is
     provided (For example, a community foundation
     that has changed its name might provide: a copy of
     the letter sent to the relevant state agency noting the
     new name and referencing as an attachment the
     amended articles of incorporation stating that name; a
     copy of the letter sent to the IRS noting the new name
     and referencing as an attachment the amended
     articles of incorporation stating that name; or a letter
     from the relevant state agency or IRS acknowledging
     the new name.)

4.   Either a permanent ruling
     - or –
     an advance ruling letter for which the initial
     determination period has not expired
                 COUNCIL ON FOUNDATIONS
                     STAFF USE ONLY                                              PRESENT       ABSENT

        IRS publication 78 to verify that the organization is listed


        That the name and employer identification number (EIN)
         match the name and EIN on the Form 990

        The letter includes 509(a)(1) and section
         170(b)(1)(A)(vi)




Prepared by the Council on Foundations
on behalf of the Standards Action Team
Revised 10 10 06
DOCUMENT 3: IRS Form 990 for Most Current Two
Years
Organization Name:

               Related Standards

                                 II.C, II.G.9, II.G.4, II.G.5, and IV.F

                                                         Suggested              Page and/or
                    Key Element
                                                          Materials               Section
Form 990’s must be for the two most recent fiscal years, signed and include all schedules
(including schedule B) and attachments.

 The following key elements are found in two-
          years worth of Form 990’s.

1.   Organization files as a 501(c)(3)
     organization (See line J)

2.   Organization is not controlled by another
     group or organization (See Part VI, Line 80)

3.   Organization did not engage in any excess
     benefit transaction during the covered year
     (See Part VI, line 89b)

4.   On Schedule A, Part IV, either box 11a or
     11b is checked (Indicates 509(a)1 designation)

5.   On Schedule A, Part IV-A, line 26(f):
     Public support is at least 33 1/3%
     - or –
     If public support is below 33 1/3% but
     greater than 10%, organization must
     provide documentation that was filed with
     the IRS demonstrating that the
     organization satisfies the facts and
     circumstances test

6.   Board serves without compensation
     (excluding CEO) (Form 990 - Part V)
7.   Organization discloses accurate information
     about its donor advised funds. Effective for
     Forms 990 for tax years ending after
     August 17, 2006, the required information
     will be the number of donor advised funds,
     aggregate value of assets held in the funds
     at the end of the tax year, and aggregate
     contributions to and grants from donor
     advised funds.
8.   Nothing in the document suggests that
     resources are being used for any purpose
     other than to further the mission of the
     organization

Prepared by the Council on Foundations
on behalf of the Standards Action Team
Revised 10 10 06
DOCUMENT 3: IRS Form 990 for Most Current Two
Years
Organization Name:

                 Related Standards

                                       II.C, II.G.9, II.G.4, II.G.5, and IV.F
                 COUNCIL ON FOUNDATIONS
                     STAFF USE ONLY                                   PRESENT   ABSENT


        Fiscal year is _____________________________

        April 31 filings + three months
        Fiscal year ends = 3 months


        Forms are for the two most recently completed fiscal years
         ______________ and ______________

         Forms submitted are Form 990 and not Form 990 PF
         ______________ and ______________

         Forms are signed.
         _____________ and ______________

        Forms include donor advised information
         ______________ and ______________

        Forms include schedule A
         _____________ and ______________

        Forms include schedule B
             o    If not included, check page one line M
        ______________ and ______________
            o   Cover Page ____________
            o   Part I
            o   Part II if Part I includes reference to “noncash”




Prepared by the Council on Foundations
on behalf of the Standards Action Team
Revised 10 10 06
DOCUMENT 4: Policy on Public Availability of
IRS Form 990
Organization Name:

                Related Standards

                                                                IV.B

                                                                       Suggested    Page and/or
                     Key Element
                                                                        Materials     Section
  The following key element may be found in
both the policy on public availability, as well as
               other documents.

1.   Evidence of public availability of IRS Form
     990 (May be found via a written policy on public
     availability or via evidence of public availability, for
     example, in the annual report, on the website, etc.)


2.   Evidence of public availability of IRS Form
     990-T if such form is filed by the
     community foundation (Effective for any
     Forms 990-T filed after August 17, 2006)
     (May be found via a written policy on public
     availability or via evidence of public availability, for
     example, in the annual report, on the website, etc.)
                 COUNCIL ON FOUNDATIONS
                     STAFF USE ONLY                                      PRESENT       ABSENT

        Policy on public availability of IRS Form 990


        Policy on public availability of IRS Form 990-T




Prepared by the Council on Foundations
on behalf of the Standards Action Team
Revised 10 10 06
DOCUMENT 5: Written Description of the Nomination
Process
Organization Name:

                Related Standards

                                                            II.D

                                                                   Suggested    Page and/or
                     Key Element
                                                                    Materials     Section
Community foundations organized in the trust form may have an appointing process rather than a
nominating process.

   The following key element is found in the
 written description of the nomination process.

1.   Awareness of the community’s
     demographics (The purpose of this key element is
     to ensure that the community foundation board in
     some manner considers the community’s
     demographics during the nomination/appointment
     process. Please provide your community's
     demographics for comparison. For purposes of the
     nominating/appointing process for the community
     foundation’s board, “awareness of the community’s
     demographics” might be illustrated through, for
     example, use of a matrix that defines demographic
     groups that the board would like to attract to board
     service, a checklist of demographic groups currently
     not represented on the board, etc. Community
     foundations may also submit information about their
     community’s demographics vis-à-vis their board’s
     demographics or narrative descriptions of their board’s
     efforts or intent to attract board members reflective of
     their community.)

The following key element may be found in both
   the written description of the nomination
      process, as well as other documents.

2.   Process for determining the desired
     characteristics/ qualities needed and
     resident on the board (Sample
     characteristics/qualities that might be considered
     include age, gender, race, ethnicity, geography,
     socioeconomic background, skill sets,
     profession/occupation and political affiliations.)

                 COUNCIL ON FOUNDATIONS
                     STAFF USE ONLY                                  PRESENT       ABSENT

        Written description of nomination process




Prepared by the Council on Foundations
on behalf of the Standards Action Team
Revised 10 10 06
DOCUMENT 6: List of Governing Board Members with
Affiliations
Organization Name:

                Related Standards

                                                             II.D

                                                                    Suggested    Page and/or
                     Key Element
                                                                     Materials     Section
The following key element is found in the list of
  governing board members with affiliations.



1. Evidence that the board reflects a diverse
   composition with different perspectives and
   is derived from the community served

                 COUNCIL ON FOUNDATIONS
                     STAFF USE ONLY                                   PRESENT       ABSENT

        List of governing board members with affiliations




Prepared by the Council on Foundations
on behalf of the Standards Action Team
Revised 10 10 06
DOCUMENT 7: Mission Statement
Organization Name:

               Related Standards

                                         II.A, II.F, II.G.1, and III.C

                                                            Suggested    Page and/or
                    Key Element
                                                             Materials     Section
  The following key elements are found in the
              mission statement.

1. Commitment to public benefit


2. A clearly stated organizational mission


  The following key elements may be found in
  both the mission statement, as well as other
                  documents.

3. Service to a defined geographical region,
   typically no larger than one state

4. Long-term goal of securing resources to
   meet changing community needs
                COUNCIL ON FOUNDATIONS
                    STAFF USE ONLY                             PRESENT      ABSENT

        Mission statement




Prepared by the Council on Foundations
on behalf of the Standards Action Team
Revised 10 10 06
DOCUMENT 8: Annual Budget
Organization Name:

               Related Standards

                                                     II.G.2 and II.G.6

                                                                  Suggested    Page and/or
                    Key Element
                                                                   Materials     Section
The budgeted revenues and expenditures for the current year and the actual revenues and
expenditures for the previous year should be provided.

    The following key element is found in the
                 annual budget.

1. The foundation’s sources of revenues and
   nature of expenditures

                COUNCIL ON FOUNDATIONS
                    STAFF USE ONLY                                   PRESENT      ABSENT

        Annual budget shows current year projections


        Annual budget shows previous year actuals




Prepared by the Council on Foundations
on behalf of the Standards Action Team
Revised 10 10 06
DOCUMENT 9: Conflict of Interest Policies
Organization Name:

               Related Standards

                                                 II.G.3

                                                          Suggested              Page and/or
                    Key Element
                                                           Materials               Section
Policies must apply to all aspects of community foundation operations. Policies that apply solely to
grantmaking or investments, for instance, or any other discrete portion of operations, do not meet
the related standard.

  The following key elements are found in the
           conflicts of interest policies.

1. Policies to prevent perceived, potential and
   actual conflicts

2. Application of policies to all of the following:
   a. Board members
   b. Staff members
   c. Individuals serving on standing board
   committees

3. Procedures for handling disclosures of
   conflicts
                COUNCIL ON FOUNDATIONS
                    STAFF USE ONLY                          PRESENT                   ABSENT

           Conflict of interest policy




Prepared by the Council on Foundations
on behalf of the Standards Action Team
Revised 10 10 06
DOCUMENT 10: Documentation of Disclosures of
Conflicts of Interest
Organization Name:

               Related Standards

                                                                II.G.3

                                                                         Suggested    Page and/or
                    Key Element
                                                                          Materials     Section
Documentation should be from within the last two-years.


  The following key elements are found in the
  documentation of disclosures of conflicts of
                    interest.

1. Evidence that conflicts of interest policies
   are followed (Such evidence may include, for
    example, samples of redacted disclosure documents,
    corporate records or minutes noting board members’
    disclosure of conflicts, etc.)

                COUNCIL ON FOUNDATIONS
                    STAFF USE ONLY                                         PRESENT       ABSENT

           Documentation of disclosures of conflicts of interest




Prepared by the Council on Foundations
on behalf of the Standards Action Team
Revised 10 10 06
DOCUMENT 11: Annual Audit with management Letter
(or Independent Financial Review)
Organization Name:

                Related Standards

                                                    IV.A, IV.F, and IV.G

                                                                  Suggested    Page and/or
                     Key Element
                                                                   Materials     Section
The opinion letter is an integral part of the audit itself and, thus, must be submitted by all
community foundations. If issued, a management letter also must be provided by the community
foundation.

  The following key elements are found in the
   annual audit with management letter (or
         independent financial review.)

1. The audit (or financial review) receives an
   unqualified opinion

2. The audit (or financial review) was
   conducted by an independent public
   accountant

                 COUNCIL ON FOUNDATIONS
                     STAFF USE ONLY                                  PRESENT      ABSENT

     Assets $1 million or less: Financial Review


     Assets $1 million or more: Audit with management letter




Prepared by the Council on Foundations
on behalf of the Standards Action Team
Revised 10 10 06
DOCUMENT 12: Evidence of Public Availability of
Most Recent Audit (or Financial Review)
Organization Name:

               Related Standards

                                                                  IV.G

                                                                         Suggested    Page and/or
                    Key Element
                                                                          Materials     Section
The following key element is evidence of public
 availability of most recent audit (or financial
                    review).

1. Evidence of public availability of audit or
   financial review (For example, a printout from
    website, relevant page from annual report, etc.)

                COUNCIL ON FOUNDATIONS
                    STAFF USE ONLY                                         PRESENT       ABSENT

           Evidence of public availability of most recent audit (or
            financial statement)




Prepared by the Council on Foundations
on behalf of the Standards Action Team
Revised 10 10 06
DOCUMENT 13: Corporate Records or Minutes
Organization Name:

               Related Standards

                           II.G.1, II.G.3, II.G.6, II.G.8, II.G.10, and IV.G

                                                               Suggested       Page and/or
                    Key Element
                                                                Materials        Section
All corporate records or minutes for the most recent twelve-months AND should submit their
most recent records or minutes for elements below that do not require annual discussion by the
board.

  The following key elements are found in the
          corporate records or minutes.

1. The board’s exercise of authority over
   mission, direction and policies

2. The board’s approval of the annual budget


3. The board’s approval of all grants or board’s
   delegation of this authority
4. Where the donor, donor’s appointee or a
   related party has some participation on a
   selection committee of a fund established to
   provide assistance to individuals for travel,
   study or similar purposes, provide:
       a. the board’s approval of selection
           committees and
       b. the board’s approval of procedures.
   (Effective with the organization’s first tax
   year after August 17, 2006)
5. The board’s approval of conflicts of interest
   policy

6. The board’s review and acceptance of audit
   or financial review

The following key element may be found in both
 corporate records or minutes, as well as other
                  documents.

7. Evidence that the foundation reflects the
   community’s diversity (For this key element,
    community foundations should submit materials
    demonstrating how the foundation, broadly speaking,
    reflects the community’s diversity through, for
    example, its staff, volunteers, grantees, donors,
    partners, vendors, etc. Sample characteristics/qualities
    that might be demonstrated include age, gender, race,
    ethnicity, geography, socioeconomic background, skill
    sets, profession/occupation and political affiliations.)
                COUNCIL ON FOUNDATIONS
                    STAFF USE ONLY                               PRESENT           ABSENT


Prepared by the Council on Foundations
on behalf of the Standards Action Team
Revised 10 10 06
DOCUMENT 13: Corporate Records or Minutes
Organization Name:

               Related Standards

                           II.G.1, II.G.3, II.G.6, II.G.8, II.G.10, and IV.G
        Corporate records or minutes—twelve-months worth




Prepared by the Council on Foundations
on behalf of the Standards Action Team
Revised 10 10 06
DOCUMENT 14: Investment Policy
Organization Name:

               Related Standards

                                                    II.G.9, IV.H.1

                                                                Suggested      Page and/or
                    Key Element
                                                                 Materials       Section
  The following key elements are found in the
               investment policy.

1. Description of asset allocation parameters
    (“asset allocation parameters” refer to parameters for
    different types of assets, such as equities, cash, bonds,
    etc.)

2. Measures used to evaluate investment
   performance

3. Spending policy


4. Guidelines for diversification (“guidelines for
    diversification” refer to parameters regarding the
    percentage of the investment portfolio that can be
    invested in a particular company, issuer of bonds, etc.)

5. Guidelines to prevent violation of the excess
   business holding rules for assets held in
   funds legally defined as donor advised
   funds.
                 COUNCIL ON FOUNDATIONS
                     STAFF USE ONLY                                  PRESENT      ABSENT

        Investment policy




Prepared by the Council on Foundations
on behalf of the Standards Action Team
Revised 10 10 06
DOCUMENT 15: Evidence of Investment Performance
Review
Organization Name:

               Related Standards

                                                     IV.A

                                                            Suggested    Page and/or
                    Key Element
                                                             Materials     Section
  The following key elements are found in the
  evidence of investment performance review.

1. Who reviews investment performance and
   managers

2. The frequency and regularity of review


3. Evidence of recent review
    (For example, board or committee minutes
    documenting investment performance review)
                COUNCIL ON FOUNDATIONS
                    STAFF USE ONLY                            PRESENT       ABSENT

        Evidence of investment performance review




Prepared by the Council on Foundations
on behalf of the Standards Action Team
Revised 10 10 06
DOCUMENT 16: Required Annual Legal Filings
Organization Name:

                Related Standards

                                                             II.G.9

                                                                      Suggested    Page and/or
                     Key Element
                                                                       Materials     Section
With regard to federal, state and local governmental agencies.



  The following key elements are found in the
          required annual legal fillings.

1. Evidence that required annual legal filings
   are made. Evidence includes both of the
   following:
    a. Submission of required annual state legal
    filings for review and
    b. Signed statement from the community
    foundation that all required local filings are
    met
                 COUNCIL ON FOUNDATIONS
                     STAFF USE ONLY                                     PRESENT       ABSENT

        State required filings are included.



        Organization has included a signed statement regarding
         required local filings.




Prepared by the Council on Foundations
on behalf of the Standards Action Team
Revised 10 10 06
DOCUMENT 17: CEO Job Description
Organization Name:

               Related Standards

                                              II.G.2

                                                       Suggested    Page and/or
                   Key Element
                                                        Materials     Section
 The following key element is found in the CEO
                job description.

1. Description of duties, responsibilities,
   expectations and authority

                COUNCIL ON FOUNDATIONS
                    STAFF USE ONLY                       PRESENT       ABSENT

           CEO job description




Prepared by the Council on Foundations
on behalf of the Standards Action Team
Revised 10 10 06
DOCUMENT 18: Evidence of CEO Performance
Evaluation
Organization Name:

               Related Standards

                                                             II.G.2

                                                                      Suggested    Page and/or
                    Key Element
                                                                       Materials     Section
A description of the process for evaluating the CEO should be submitted. It is not necessary to
submit an actual performance evaluation with the evaluators’ comments.

  The following key elements are found in the
   evidence of CEO performance evaluation.

1. Evidence that the board regularly evaluates
   the CEO and has done so within the past
   two years (For example, a signed statement by a
    board member confirming the date of the last
    evaluation or a recent evaluation with comments about
    performance removed or covered)

2. The nature and extent of the review (For
    example, how the review is conducted, who
    participates in the review, the frequency of review, the
    criteria or questions against which performance is
    evaluated, etc.)

                 COUNCIL ON FOUNDATIONS
                     STAFF USE ONLY                                     PRESENT       ABSENT

            Evidence of CEO performance evaluation


            Memo’s regarding the evaluation must be signed by a
             board member.

            Evidence of nature and extent of review




Prepared by the Council on Foundations
on behalf of the Standards Action Team
Revised 10 10 06
DOCUMENT 19: Sample Marketing Materials
Organization Name:

               Related Standards

                                   II.F, III.A., III.C., III.D, and IV.H.2

                                                               Suggested     Page and/or
                    Key Element
                                                                Materials      Section
  The following key elements are found in the
          sample marketing materials.

1. Intent to attract support from a variety of
   separate, unrelated donors

2. Intent to address a variety of fields/issues


3. Intent to attract a variety of fund/gift types


4. Evidence of availability (upon request) of
   names of investment managers, fees
   charged, and body or individuals responsible
   for investment and oversight (To demonstrate
    availability of names, fees, etc., community
    foundations could submit, for example, a copy of a
    page from the annual report or a print-out from the
    website that contains language to this effect)

The following key element must be found in the
   sample marketing materials and must be
consistent across the governing documents and
              mission statement.

5. Long-term goal of securing permanent
   resources to address changing community
   needs

  The following key elements may be found in
both the sample marketing materials, as well as
               other documents.

6. Evidence that the foundation reflects the
   community’s diversity (For this key element,
    community foundations should submit materials
    demonstrating how the foundation, broadly speaking,
    reflects the community’s diversity through, for
    example, its staff, volunteers, grantees, donors,
    partners, vendors, etc. Sample characteristics/qualities
    that might be demonstrated include age, gender, race,
    ethnicity, geography, socioeconomic background, skill
    sets, profession/occupation and political affiliations.
    Diversity of the foundation’s board of directors is
    addressed elsewhere. If such evidence is not
    demonstrated in the minutes, reviewers should cross
    check documents such as sample marketing materials,
    list of funds, and/or annual report)



Prepared by the Council on Foundations
on behalf of the Standards Action Team
Revised 10 10 06
                COUNCIL ON FOUNDATIONS
                    STAFF USE ONLY       PRESENT   ABSENT

           Sample marketing materials




Prepared by the Council on Foundations
on behalf of the Standards Action Team
Revised 10 10 06
DOCUMENT 20: Gift/Fund Acceptance Policies
Organization Name:

               Related Standards

                                            III.D and III.E

                                                        Suggested       Page and/or
                    Key Element
                                                         Materials        Section
  The following key elements are found in the
    gift/fund acceptance policies, as well as
              documents 19 or 37.

1. Types and specifications of funds offered


2. Types and specifications of gifts and asset
   types accepted

3. Procedures for accepting gifts and
   establishing funds, including any necessary
   approvals

4. Conditions under which board approval is
   required to accept a gift or asset type or
   establish a fund

5. Minimum amount to set up a new fund

6. Guidelines to prevent violation of the excess
   business holding rules for assets held in
   funds legally defined as donor advised
   funds.
                COUNCIL ON FOUNDATIONS
                    STAFF USE ONLY                            PRESENT      ABSENT

           Gift/fund acceptance policies




Prepared by the Council on Foundations
on behalf of the Standards Action Team
Revised 10 10 06
DOCUMENT 21: Sample Disclosure Documents
Organization Name:

                Related Standards

                                                                   III.F

                                                                           Suggested    Page and/or
                      Key Element
                                                                            Materials     Section
 All the key elements in Scenario 1 or Scenario
       2 are found in the sample disclosure
                   documents.

Scenario 1
For community foundations that do not provide
financial benefits of any sort to third-party
participants:
1. A statement signed by the CEO explaining
   that the community foundation does not
   provide financial benefits of any sort to
   third-party participants in the gift planning
   process.

Scenario 2
For community foundations that do provide
financial benefits to third-party participants:
2. The procedure used to convey to the donor
   during the gift planning process the
   following information:
    a. The names of third-party participant(s)
    b. The amount (For example, percentage of gift,
    flat rate fee, etc.) of the financial benefit
    provided to third-party participant(s)
    c. The nature of the financial benefit
    provided to third-party participant(s) (For
    example, annual payment, one-time payment,
    payment when/if the donor contributes additional
    monies to the fund at the community foundation, etc.)

                  COUNCIL ON FOUNDATIONS
                      STAFF USE ONLY                                         PRESENT       ABSENT

         A sample disclosure is included

     or


         A statement signed by the CEO stating that third-party
          relationships do not exist.




Prepared by the Council on Foundations
on behalf of the Standards Action Team
Revised 10 10 06
DOCUMENT 22: Sample Fund Agreements
Organization Name:

                 Related Standards

                                                III.B, IV.C, and IV.E

                                                               Suggested    Page and/or
                      Key Element
                                                                Materials     Section
A template or sample for each fund type offered by the community foundation must be submitted.


     The following key elements are found in the
              sample fund agreements.

1. Terms and conditions for each type of fund


2. Language is consistent with status of all
   gifts as irrevocable

3. Language is consistent with governing body
   having legal and fiduciary control over gifts

4. For all funds except unrestricted funds and
   donor advised funds, language clearly
   states that the board possesses the
   variance power with respect to that fund

5. Language does not suggest excessive donor
   control or otherwise give rise to material
   restrictions (For example, gives donor control over
      selection of beneficiaries, gives donor control over
      timing of distributions, requires retention of an
      investment asset, creates an irrevocable relationship
      with an investment advisor, gives donor the right to
      demand return of principal)

6.    Language does not suggest that donors,
      donors’ designees or persons related to
      donors control the selection, either directly
      or indirectly, of grants to individuals (such as
      scholarships, emergency hardship grants and disaster
      relief grants). (Cross check with marketing materials
      for indications that donors, donors’ designees or
      persons related to the donors would reasonably expect
      such control.)




Prepared by the Council on Foundations
on behalf of the Standards Action Team
Revised 10 10 06
Please check all fund types your foundation has.

                                                           OTHER

    Agency Endowed                                           Other:          _______________________

    Donor Advised Funds                                      Other:          _______________________

    Donor Designated                                         Other:          _______________________

    Field of Interest                                        Other:          _______________________

    Restricted                                               Other:          _______________________

    Scholarship                                              Other:          _______________________

    Unrestricted                                             Other:          _______________________




                 COUNCIL ON FOUNDATIONS
                     STAFF USE ONLY                                PRESENT                ABSENT

        Sample fund agreements


        For list of funds cross check with Document 29.




Prepared by the Council on Foundations
on behalf of the Standards Action Team
Revised 10 10 06
DOCUMENT 23: Guidelines for Donor Advisors and/or
Sample Donor Advised Fund Agreement
Organization Name:

                Related Standards

                                                                IV.E

                                                                       Suggested    Page and/or
                    Key Element
                                                                        Materials     Section
The key elements below apply to all funds legally defined as donor advised funds.
  The following key elements are found in the
  guidelines for donor advisors and/or sample
         donor advised fund agreement.

1. A process for communicating with donors
   about limits on their authority and about
   board control

2. A description of the role of board in advised
   fund distributions

3. Prohibition against donor advised funds
   being used to fulfill pledges and/or to secure
   benefits from the distribution recipient (The
    prohibition should extend to prevent, at minimum,
    donors, advisors and related parties from receiving
    benefits.)

4. Prohibition against donors, advisors or
   related parties receiving grants, loans,
   compensation or similar payments
   (including expense reimbursements) from
   donor advised funds

5. Prohibition against grants to individuals
   from funds legally defined as donor advised
   funds (This includes checks written directly to an
    individual or checks written to an entity for the benefit
    of a specified individual)

6. A process for acting on donor
   recommendations

6. Policies regarding naming successors to
   provide donor recommendations

7. Policies regarding whether principal and/or
   interest can be distributed
                 COUNCIL ON FOUNDATIONS
                     STAFF USE ONLY                                      PRESENT       ABSENT

      Guidelines for donor advisors
    and/or




Prepared by the Council on Foundations
on behalf of the Standards Action Team
Revised 10 10 06
DOCUMENT 23: Guidelines for Donor Advisors and/or
Sample Donor Advised Fund Agreement
Organization Name:

               Related Standards

                                               IV.E
        Sample donor advised fund agreement




Prepared by the Council on Foundations
on behalf of the Standards Action Team
Revised 10 10 06
DOCUMENT 24: Gift Acknowledgement Procedures
Organization Name:

               Related Standards

                                                  VI.C

                                                         Suggested             Page and/or
                    Key Element
                                                          Materials              Section
In order to comply with the related standard, community foundations will need to put their
practices regarding gift acknowledgement into writing.


 The following key element is found in the gift
         acknowledgement procedures.


1. Description of the period in which gifts are
   to be acknowledged
                COUNCIL ON FOUNDATIONS
                    STAFF USE ONLY                         PRESENT                  ABSENT

        Gift acknowledgement procedures




Prepared by the Council on Foundations
on behalf of the Standards Action Team
Revised 10 10 06
DOCUMENT 25: Sample Gift Acknowledgement Letters
Organization Name:

                 Related Standards

                                                           III.B

                                                                   Suggested    Page and/or
                       Key Element
                                                                    Materials     Section
     A sample gift acknowledgement letter for gifts of cash AND non-cash should be submitted to
                               comply with the key elements below.
     The following key element is found in the
      sample gift acknowledgement letters.

1. Letter acknowledging cash gifts
       a. The name of the community
          foundation
       b. Amount of cash received
       c. A statement that no goods or services
          were received - or - a description of
          goods/services provided and a good
          faith estimate of their value
       d. Language of document does not
          contradict status of gifts as irrevocable
          and subject to board control

2.   Letter acknowledging non-cash gift (i.e. stock,
     land, art, etc)
       a. The name of the community
          foundation
       b. description of non-cash property
          received (To comply with the related standard,
            the document should not provide the value of
            non-cash property received; IRS instructions
            make clear that the community foundation
            should only describe the property. Providing the
            value of non-cash property may cause the
            document to fail this standard.)
       c. A statement that no goods or services
          were received - or - a description of
          goods/services provided and a good
          faith estimate of their value
       d. Language of document does not
          contradict status of gifts as irrevocable
          and subject to board control

3. Letter acknowledging gifts to funds that are
   legally defined as donor advised funds
   (either cash or non-cash) that includes
   language stating that the community
   foundation has exclusive legal control over
   the contributed assets.

Prepared by the Council on Foundations
on behalf of the Standards Action Team
Revised 10 10 06
                 COUNCIL ON FOUNDATIONS
                     STAFF USE ONLY                               PRESENT   ABSENT


        Sample gift acknowledgement letter for cash gifts


        Sample gift acknowledgement letters for non-cash gifts



        Language for gifts to donor advised funds




Prepared by the Council on Foundations
on behalf of the Standards Action Team
Revised 10 10 06
DOCUMENT 26: Documentation of Procedures Ensuring
That Funds Are Used to Meet Donor’s Intent
Organization Name:

               Related Standards

                                                              IV.D

                                                                     Suggested    Page and/or
                    Key Element
                                                                      Materials     Section
Documentation should be for all fund types.


   The following key element is found in the
  documentation of procedures ensuring that
    funds are used to meet donor’s intent.

1. Process for considering and approving
   grants consistent with donor’s intent

The following key element may be found in the
  documentation of procedures ensuring that
funds are used to meet donor’s intent, as well
             as other documents.

2. Process for determining and documenting
   donor’s intent

                COUNCIL ON FOUNDATIONS
                    STAFF USE ONLY                                     PRESENT       ABSENT

        Documentation of procedures ensuring that funds are used
         to meet donors intent




Prepared by the Council on Foundations
on behalf of the Standards Action Team
Revised 10 10 06
DOCUMENT 27: Evidence That Fund Statements Were
Provided
Organization Name:

               Related Standards

                                                       VI.D

                                                              Suggested    Page and/or
                    Key Element
                                                               Materials     Section
  The following key elements are found in the
 evidence that fund statements were provided.

1. Frequency of fund statement distribution


2. Distribution of fund statements (Providing a
    sample fund statement is one way to demonstrate that
    fund statements are distributed)

                COUNCIL ON FOUNDATIONS
                    STAFF USE ONLY                              PRESENT       ABSENT

        Evidence that fund statements were provided




Prepared by the Council on Foundations
on behalf of the Standards Action Team
Revised 10 10 06
DOCUMENT 28: Confidentiality Policy
Organization Name:

                Related Standards

                                                                VI.E

                                                                       Suggested    Page and/or
                     Key Element
                                                                        Materials     Section
  The following key elements are found in the
              confidentiality policy.

1. Description of the policy and/or procedures
   used to ensure that information is kept
   private and confidential

2. Evidence of application of the policy and/or
   procedures to both:
         a. Staff members
         b. Board members
                 COUNCIL ON FOUNDATIONS
                     STAFF USE ONLY                                      PRESENT       ABSENT

        Confidentiality policy


        Evidence of application of policy to staff and board
         members




Prepared by the Council on Foundations
on behalf of the Standards Action Team
Revised 10 10 06
DOCUMENT 29: List of Funds
Organization Name:

                Related Standards

                                                   III.A and III.D

                                                               Suggested       Page and/or
                         Key Element
                                                                Materials        Section
Where appropriate, funds should be listed by fund type, e.g. scholarship, designated, donor-
advised, etc. Community foundations with more then 200 funds should provide a sample of 25
funds for each fund type. Community foundations with fewer then 200 funds should provide a
complete list of funds.

The following key elements are found in the list
  of funds and must be consistent across the
 governing instruments and sample marketing
                   materials.

1. Variety of separate, unrelated donors


2. Variety of fields/issues addressed


3. Variety of fund/gift types


4. Long-term goal of securing permanent
   resources to address changing community
   needs

The following key element may be found in the
  list of funds, as well as other documents.

5. Evidence that the foundation reflects the
   community’s diversity (For this key element,
    community foundations should submit materials
    demonstrating how the foundation, broadly speaking,
    reflects the community’s diversity through, for
    example, its staff, volunteers, grantees, donors,
    partners, vendors, etc. Sample characteristics/qualities
    that might be demonstrated include age, gender, race,
    ethnicity, geography, socioeconomic background, skill
    sets, profession/occupation and political affiliations.)

                 COUNCIL ON FOUNDATIONS
                     STAFF USE ONLY                                  PRESENT      ABSENT

        List of funds




Prepared by the Council on Foundations
on behalf of the Standards Action Team
Revised 10 10 06
DOCUMENT 30 AND DOCUMENT 31:
Grant Guidelines
and
Evidence of Public Dissemination of Grant Guidelines
Organization Name:

                Related Standards

                                                      V.A, V.B, and V.C

                                                                   Suggested    Page and/or
                     Key Element
                                                                    Materials     Section
The following key element is found in the grant
guidelines and evidence of public dissemination
              of grant guidelines.

1. Evidence of wide dissemination of grant
   guidelines (For example, annual report, a mailing list
    of organizations that receive the guidelines, a printout
    demonstrating availability on a website, workshop
    invitations, etc.)

The following key elements may be found in the
     grant guidelines and evidence of public
  dissemination of grant guidelines, as well as
               other documents.

2. Grants for a variety of fields/issues that are
   not limited to a single focus, cause or
   constituency

3. Procedures for accessing discretionary and
   other competitively awarded funds
                 COUNCIL ON FOUNDATIONS
                     STAFF USE ONLY                                   PRESENT      ABSENT

        Grant guidelines


        Evidence of public dissemination of grant guidelines




Prepared by the Council on Foundations
on behalf of the Standards Action Team
Revised 10 10 06
DOCUMENT 32: Policy or Documented Procedure for
Due Diligence
Organization Name:

               Related Standards

                                                               V.D

                                                                     Suggested    Page and/or
                   Key Element
                                                                      Materials     Section
The following key element is found in the policy
   or document procedure for due diligence.

1. Description of the process for ensuring that
   the grant will be used for charitable
   purposes consistent with the nature of the
   grant and the nature of the fund from which
   the grant is made.

2. A process for determining which grants
   from funds legally defined as donor advised
   funds require the exercise of expenditure
   responsibility.

3. A policy or procedure for exercising
   expenditure responsibility when required for
   grants from funds legally defined as donor
   advised funds.
                COUNCIL ON FOUNDATIONS
                    STAFF USE ONLY                                     PRESENT       ABSENT

           Policy or documented procedure for due diligence




Prepared by the Council on Foundations
on behalf of the Standards Action Team
Revised 10 10 06
DOCUMENT 33: Grants List for Most Recently Completed
Fiscal Year
Organization Name:

               Related Standards

                                                           V.A and V.B

                                                                    Suggested      Page and/or
                    Key Element
                                                                     Materials       Section
Where appropriate, grants listed by source, e.g., scholarship fund, designated fund, donor-advised
fund, etc. Community foundations with more than 200 grants per year should provide a sample of
25 grants provided through each fund type. Community foundations with fewer then 200 grants
per year should provide a complete list of grants.

  The following key elements are found in the
  grants list for the most recently completed
                    fiscal year.

1. A variety of grantees


2. A variety of fields/issues


3. A variety of organizations or issues received
   discretionary funds
                COUNCIL ON FOUNDATIONS
                    STAFF USE ONLY                                       PRESENT      ABSENT

           Grants list for most recently completed fiscal year




Prepared by the Council on Foundations
on behalf of the Standards Action Team
Revised 10 10 06
DOCUMENT 34 AND DOCUMENT 35:
Evidence of Donor Education
and
Evidence of Donor Participation
Organization Name:

               Related Standards

                                              VI.A and VI.B

                                                         Suggested      Page and/or
                    Key Element
                                                          Materials       Section
  The following key elements are found in the
  evidence of donor education and evidence of
              donor participation.

1. Periodic communications
    (for example, letters, electronic communication,
    documented conversations) between staff/board
    and donors regarding community issues and
    opportunities

2. A periodic schedule of meetings with donors


3. Evidence that information about grants
   made from unrestricted or field of interest
   funds is provided to donors

4. Examples of opportunities for donors to
   learn about or become involved in
   activities/experiences that provide exposure
   to community issues

5. Examples of donors responding to donor
   education activities and becoming involved
   in community issues and opportunities
                COUNCIL ON FOUNDATIONS
                    STAFF USE ONLY                            PRESENT      ABSENT

           Evidence of donor education


           Evidence of donor participation




Prepared by the Council on Foundations
on behalf of the Standards Action Team
Revised 10 10 06
DOCUMENT 36: Documentation of Issues Identified and
Resulting Actions
Organization Name:

              Related Standards

                                                                  V.E

                                                                        Suggested    Page and/or
                     Key Element
                                                                         Materials     Section
Community foundations should submit relevant materials demonstrating community issues
identified, any resulting actions and service as a community leader and convener.

  The following key elements are found in the
documentation of issues identified and resulting
                    actions.

1. A process for - or - examples of identifying
   community issues and setting objectives to
   address these issues

2. A process for - or - examples of identifying
   and selecting opportunities to act as a leader
   and convener
                COUNCIL ON FOUNDATIONS
                    STAFF USE ONLY                                       PRESENT       ABSENT

           Documentation of issues identified and resulting actions




Prepared by the Council on Foundations
on behalf of the Standards Action Team
Revised 10 10 06
DOCUMENT 37: Annual Report (or equivalent)
and Dissemination Plan
Organization Name:

                Related Standards

                                                     IV.B and VII.B

                                                                 Suggested      Page and/or
                     Key Element
                                                                  Materials       Section
  The following key elements are found in the
annual report (or equivalent) and dissemination
                     plan.

1. Description of the foundation’s mission,
   activities and financial condition

2. Evidence of wide distribution and/or
   availability of annual report (For example, a
    copy of the mailing list or a summary report regarding
    how many organizations or individuals are on the
    mailing list, a printout showing the report’s availability
    on the website, etc., could be provided)

3. Language of document does not contradict
   the foundation’s intent to reflect the
   community it serves
                 COUNCIL ON FOUNDATIONS
                     STAFF USE ONLY                                   PRESENT      ABSENT

        Annual Report


        Dissemination plan




Prepared by the Council on Foundations
on behalf of the Standards Action Team
Revised 10 10 06
DOCUMENT 38: Press Clippings and News Releases
Organization Name:

               Related Standards

                                                VII.A

                                                        Suggested            Page and/or
                    Key Element
                                                         Materials             Section
Other proactive methods of communicating, such as eNewsletters, Websites, etc. also may be
submitted.


  The following key elements are found in the
       press clippings and news releases.

1. Announcements of grantmaking priorities,
   procedures and deadlines

2. Announcements of major donations and
   grants

3. Announcements of new funds, activities,
   staff or board members
                COUNCIL ON FOUNDATIONS
                    STAFF USE ONLY                        PRESENT                ABSENT

           Press clipping and news releases




Prepared by the Council on Foundations
on behalf of the Standards Action Team
Revised 10 10 06

				
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